11/27/12 Minutes

MINUTES OF THE REGULAR BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
November 27, 2012

President Thomas Rich called the meeting to order at 6:32 p.m.

ROLL CALL: Present: George Andersson, Mary Martin, Dana McCarthy, Beverly Mull, Stephanie Smith and Thomas Rich.  Absent: None. Staff present:  Nann Blaine Hilyard, Tara Caldara, Rosemary Kauth, Elsie Martinez, Trevor Pontillo, Alyssa Szabo and Sarah Washkoviak.  Visitors present: David Cain and Larry Kreuscher, Milburn Cain & Co and one member of the public.

AGENDA:  Mr. Rich presented the agenda.
Motion:  Mrs. Smith moved to adopt the agenda as presented.  Second: Mrs. Mull.  Roll Call: Aye: Andersson, Martin, McCarthy, Mull, Smith and Rich.  Nay: -0- Abstain: -0- Motion carried.

COMMENTS BY VISITORS:  The Truth in Taxation hearing was called to order at 6:33 p.m. by President Rich.  Mr. Rich entertained comments, questions or objections.  Ms. Hilyard provided information about frequently asked questions regarding property tax. There being no comments, questions or objections, the hearing was declared closed.
Motion:  Mr. McCarthy moved to adjourn the hearing at 6:34 p.m. Second: Mrs. Martin. Roll Call: Aye: Andersson, Martin, McCarthy, Mull, Smith and Rich.  Nay: -0- Abstain: -0- Motion carried.

Trevor Pontillo, Youth Services Associate and Alyssa Szabo, Young Adult Associate were introduced and updated Trustees on activities in their departments. There were no other visitor comments.

MINUTES:  The minutes of the October 23, 2012 regular meeting were presented.
Motion:  Mrs. Mull moved to approve minutes from the October 23, 2012 regular meeting as presented. Second: Mr. Andersson.  Roll Call: Aye: Andersson, Martin, McCarthy, Mull, Smith and Rich.  Nay: -0- Abstain: -0-. Motion carried.

The minutes of the October 23, 2012 executive session were presented.
Motion:  Mrs. Mull moved to approve minutes from the October 23, 2012 executive session as presented. Second: Mrs. Martin.  Roll Call: Aye: Andersson, Martin, McCarthy, Mull, Smith and Rich.  Nay: -0- Abstain: -0-. Motion carried.

TREASURER’S REPORT:  The treasurer’s report for October 2012 was presented.  Ms. Caldara reported that she is interviewing accountants. Ms. Hilyard reported that income was received from a TIF refund.

The investment report for October 2012 was presented. Ms. Hilyard and Ms. Caldara reported that Ken Herdeman, Ehlers Investment Partners, would be at the library next week to perform the Cash Flow Analysis.

BILLS:  The bills for November were presented for approval.
Motion:  Mrs. Smith moved to approve payment of checks #37329-37462, with check #37422 being void, in the amount of $210,965.94. Second: Mr. Andersson.  Roll Call: Aye: Andersson, Martin, McCarthy, Mull, Smith and Rich.  Nay: -0- Abstain: -0- Motion carried.

REPORTS:  There was no Finance Committee report.  Ms. Hilyard reported that the Friends of the Library have scheduled a reorganization meeting on Saturday, 1/19 at 9:30 a.m.  Mrs. Mull reported that the After School Program has new students every day and they are planning a field trip to Kringle’s Kingdom.

LIBRARY DIRECTOR’S REPORT:   Ms. Hilyard presented the statistical, narrative and incident reports for October and added that three petition packets had been picked up for the 2013 election.  Packets are due by 5:00 p.m. on 12/24/12, but there is an amendment presented which will extend it to 5:00 p.m. on 12/26. She also noted that the Crew Community Spelling Bee was fun but that the library lost.

COMMUNICATIONS: The following communications were presented:

  • A compliment for employee Ben, who “went out of his way to see that I got all that I needed. Great employee!”
  • A complement for employee Kayleen, who “is so sweet and attentive.  Thanks for providing the community with people like her.”
  • A response explaining the tax levy process in response to a letter asking the library to reconsider increasing its budget.
  • A response to a suggestion to label books by African-American authors.
  • A response to an issue a patron has while attempting to extend time on the public computers.
  • A response to a suggestion that the library install a bathroom in the Adult Services department.
  • Suspension notices for L. Caples, W. Caples and Ramirez.

UNFINISHED BUSINESS:  There was no unfinished business.

NEW BUSINESS:

Ordinance 12/13-O-4, “Annual Levy Ordinance” was presented.
Motion:  Mrs. Smith moved to adopt Ordinance 12/13-O-4, “Annual Levy Ordinance.” Second: Mrs. Martin.  Roll Call: Aye: Andersson, Martin, McCarthy, Mull, Smith and Rich.  Nay: -0- Abstain: -0- Motion carried.

Authorization for the Treasurer to approve the final list of bills for December 2012 was requested.
Motion:  Mrs. Smith moved to authorize the Treasurer to approve the final list of bills for December 2012. Second: Mr. Andersson.  Roll Call: Aye: Andersson, Martin, McCarthy, Mull, Smith and Rich.  Nay: -0- Abstain: -0- Motion carried.

David Cain and Larry Kreuscher, Milburn Cain & Co. presented the FY 2012-2013 audit.
Motion:  Mrs. Martin moved to accept the FY 2012-2013 Audit. Second: Mrs. Mull.  Roll Call: Aye: Andersson, Martin, McCarthy, Mull, Smith and Rich. Nay: -0- Abstain: -0- Motion carried.

Trustees participated in a SWOT analysis as part of updating the library’s strategic plan.

ADJOURNMENT:
Motion:
  Mrs. Mull moved to adjourn the meeting. Second: Mr. McCarthy.  Roll Call: Aye: Andersson, Martin, McCarthy, Mull, Smith and Rich.  Nay: -0- Abstain: -0- Motion carried.

The meeting adjourned at 8:44 p.m.

Approved: March 26, 2013.
Signed: /s/ Thomas Rich, President
Attest: /s/ Mary E. Martin, Secretary

Recording Secretary: Tara Caldara